Tips on How to Ask for a Leave of Absence

Blogs fired up recently when the new CEO of Yahoo, Marissa Mayer, said she planned to go right back to work after giving birth to her first child. Many argued it was wrong to expect even the CEO of a struggling company to give up her maternity leave. Patricia Wallace, an HR professional in the Chicago area, voiced her opinion on the popular LinkedIn group Connect: Women’s Professional Network, powered by Citi. “My concern is that I wonder what is going on in the company that it can’t survive six weeks while the CEO is on maternity or any other type of leave,” she wrote.

In this economy, it seems that workers find it hard to take time off even when it’s due to them. More than half of U.S. workers who get paid time off didn’t take all of it last year, according to one survey from Harris Interactive and destination vacation club Inspirato.

“Leaves of absences can be perceived negatively, especially if it’s for health-related reasons—even to have a baby,” says career coach Amelia Gandomi Lewis, owner of Advance Yourself Coaching. “There’s a perception that you ‘can’t handle’ the workload or may be ‘on the way out.’”

So when you do need to take a long step back from work—for family, health, or educational reasons—how can you approach your boss about taking a leave of absence?

Plan Your Pitch

Learn the regulations in your state as well as those in your company’s policy before you say anything, says career coach Steffi Black. The website of your state’s labor department and your company’s employee handbook are good places to start.

Choose the right time to approach the boss, and make an appointment to talk to her at a time when things are not too busy. Do this as soon as possible after you decide you need a leave of absence, in order to give your employer time to arrange who will cover for you, advises Gandomi Lewis.

Show respect and a helpful attitude, and be conscious of the strain that your absence will cause on the company and your co-workers—especially if you plan to come back after your leave. Explain to your boss that you need this leave so you’re not distracted, and so the job can be done effectively, says Black.

“All employers want a focused employee,” she says. “So explain that this leave of absence means you can deal with a personal issue and come back to work with your focus on what needs to be done in the job.”

Leaves of absences can be perceived negatively, especially if it’s for health-related reasons—even to have a baby.

Let the Boss Lead

Once you’ve spoken to your supervisor, you or your boss will need to break the news to your co-workers—the ones who will have to pick up the slack. Honesty is the best policy, but let the boss decide the terms before you say anything. Black suggests crafting a note or email for your boss or HR department’s approval, along with the dates of your leave and return, for you to send out.

Share as much as you need to about your reasons to take leave, but don’t overshare, say the experts. When in doubt, hold out, says Gandomi Lewis.

“Realize that the more detailed and personal information you share can help gain empathy from others,” she says. “But others can also use that information for their own gain.” Perhaps it’s safer to seek empathy from close friends.

Have an Exit Strategy

Experts recommend you draw up a plan to smooth your departure, and offer to train your replacement. You need to make things easy so you leave on good terms and with all loose ends tied up.

Write up a schedule and lists of contacts and issues that could come up in your absence, says Black. Also, offer to be available while on leave, if it’s possible for you.

Before you go, take your temporary replacement around and personally introduce him or her to people you work with, says Gandomi Lewis. “This allows you to manage the perception of your leave as smooth and planned—even if it is not.”